Checklist Conferences (example)

This document will give you a comprehensive overview of all the aspects that need to be taken into account when organising a conference. Please be advised that this checklist is a guideline and that local circumstances may differ.

1. Scientific program

  • aim
  • theme(s), subject(s), (invited) speakers, poster session and/or exhibition (e.g. by students)
  • date (not colliding with other events or holidays)
  • tentative program
  • practical information about lectures (subjects, language, duration, equipment)
  • call for papers, invitations (incl. registration form and announcements)
  • review committee (committee chairman)
  • collected abstracts/papers and selection
  • confirmation selected abstracts/papers
  • draft papers
  • final papers
  • invitations for conference opening and of different representatives

2. Social program

  • conference reception
  • conference dinner
  • other evening programs or excursions

3. Conference venue

  • accommodation selection (including exhibition and coffee breaks)
  • accommodation reservation and confirmation
  • facilities and decoration
  • parking facilities
  • (road) signs and maps
  • information on public transport

4. Conference staff

  • conference chairman
  • conference coordinator secretary (speaking foreign languages)
  • hostesses (for registration, payments and conference information)
  • technical staff
  • translators
  • guards (can the rooms be closed)
  • first aid
  • cleaning staff

5. Technical supplies

  • overhead projection
  • slide projection
  • video projection
  • computer projection
  • projection screen(s)
  • microphones
  • electricity
  • broadcasting installation
  • translation installation

6. Time-management

  • make time-planning (script) to do what when
  • review committee members (9 months)
  • contact Univ. President (8½ months)
  • contact Hotel agency (8½ months)
  • mailing Call for Papers (8 months)
  • contact Sponsors (8 months)
  • deadline Abstracts (7 months)
  • deadline Draft papers (5 months)
  • mailing to Review Committee (5 months)
  • letter of acceptance (months)
  • deadline Final papers (1½ months)
  • printing of Proceedings (2 days)

7. Financial

  • make a financial budget (see example)
  • sponsoring
  • exhibitors
  • open bank account/university account
  • insurance
  • financial report

8. Promotion

  • call for papers, invitations (incl. registration form), announcements (posters) and notepaper
  • mailing list and mailing
  • welcome signs
  • advertisements and announcement in magazines
  • confirmation registration
  • invitation to press (make press release)
  • photographer
  • presents for speakers/participants/conference staff
  • website

9. Proceedings

  • (final) proceedings
  • (final) list of participants
  • printing, publishing (publisher)

10. Registration/information desk

  • registration desk
  • list of registrations and payments
  • receipts/promissory notes
  • change (money) (and list with the value of different kind of money)
  • facility for creditcard payments
  • conference portfolio (including program)
  • Information portfolio (about city/country/cityplan)
  • badges
  • spare registration forms
  • telephone/fax
  • PC/laptop/printer
  • paper/pen/pencils
  • waste-paper basket

11. Lunch/refreshments

  • lunch/soft drinks (make reservations)
  • coffee/tea (make reservations)

12. Hotels

  • tourist agency or hotel agency (responsibility of payments with the agencies)
  • information about hotels and prices for participants

13. Transportation

  • transportation between hotels and conference accomodation
  • transportation to place where conference dinner will be held
  • excursions